Overview

Options for processing credit card payments.

Processing credit card payments in the Accounts Receivables Department

Processing credit card orders from the Accounts Receivables department will be the primary method of processing placed credit card orders that were either captured for review due to declined attempts during checkout, orders that are flagged for fraud review, and orders that were flagged for "No Real-time" processing.

Operations → Order Management → Account Receivable

You can process the credit card payments either individually or in batches.

Orders may appear color coded, there is a legend that shows the color code for:

(Color code = Pink) Indicates "Bad Transaction" - This color code indicates that the order was captured during the checkout process with declined authorizations.
(Color code = Yellow) Indicates "High Fraud Score" - This color code indicates that the order was captured without attempting any authorization transactions. The order should be reviewed before processing for payment.
(Color code = Purple) Indicates a "Test Order" - This color code indicates that the order was placed with a configured "test credit card number".

Processing orders individually

When an order arrives in the Accounts Receivables department, each user that has the "Process Credit Card payments" email notification configured for their user will receive a email alerting them to a new order in the A/R needing their review for payment processing.

An order can be processed in the A/R department two ways:

Clicking on the hyperlinked orderID then scrolling down to the payment section and clicking the "Process payment" button.
Clicking on the checkbox along the left side and then clicking the process payment button in the pop-up window that appears. This approach works best for processing multiple orders, but can be used for a single order.

Processing payments for multiple orders at once

When you have situations where you have multiple order to process, you'll want to use the batch processing method, which can process hundreds of orders at once (although its probably best to process them in batches of up to, say, 100 at a time, so that the review process is more easily managed.

View of the Batch payment pop-up window:

When processing multiple orders, there will be a review step in which each order shows these actions that can be taken:

Process (process payment)
Reject (Send order to rejected orders)
Do Nothing (Leave the order in A/R)

View after processing the payments

If there had been any declined transactions, the declined orders will be presented to you and you'll be prompted to either "Reject" the order or "Do Nothing" (which means leave in A/R for later follow up.

Other Ways of Processing Credit Card Payments

There may be times when you'll need top process a credit card payment after the order has been processed for payment. For example, you may need to apply a "rush order" processing fee because the customer called after placing their order to request the the order be rushed because the customer is going out of town.

To process this type of additional payment, you can use the "Virtual Terminal" button located in the billing tab of the order editor.

Virtual Terminal Payment Processing

Introduction

The Virtual Terminal allows merchants to process additional charges against an order that has already been placed. This tool is especially useful for handling supplemental fees or post-order adjustments without requiring full credit card details, helping maintain PCI compliance.

Prerequisites

You must have access to the Order Management system within your UltraCart account.
The order must have an existing credit card payment method on file.

Step-by-step Instructions

Navigate to the Order
- Go to:
  Main Menu → Operations → Order Management → View All Orders
- Use the search filters to locate the desired order.
  Tip: Ensure the Date Range field includes the date of the order you're searching for.
Open the Order Editor
- Viewing the order in the “Review order” page, mouseover ‘Edit’ then click Click the Billing menu option.
Access the Virtual Terminal
- In the Billing tab, scroll down and locate the Virtual Terminal button along the right-hand side of the “Payment Information” section.
Note: You do not need to move the order to Accounts Receivable to process a payment using the Virtual Terminal.
Enter Transaction Details
- You’ll be taken to a secure screen to enter the amount to be charged.
- Optionally, add a comment describing the reason for the charge (e.g., additional shipping, item upgrade, etc.).
Process the Charge
- Click the Charge Credit Card button to submit the transaction.
  Confirmation Message:

Important Notes

The virtual terminal charge does not update the order details (such as items or shipping charges). If this charge relates to additional products or services, you should manually edit the order to reflect those changes.
See Modifying an Existing Order Record for instructions.
All virtual terminal transactions are recorded in the Transaction History located in the Payments menu of the Order Review page. This includes:
- The amount charged
- A note that it was a virtual terminal transaction
- The UltraCart user who processed the charge
- Previous transaction history for reference

Conclusion

The Virtual Terminal feature is a fast and PCI-compliant way to process additional charges on an existing order. Just remember that changes to the order’s actual contents (items, shipping costs, etc.) must be made manually if relevant to the new charge.

Processing credit card payments